Policy Manual
As approved by Council
Approved: April 1, 2014
Policy Manual of the Alberta Pharmacy Students’ Association
Section 1
APSA Strategic Plan 2012-2013
Vision
“Inspiring students to lead the future of pharmacy by creating an experience like no other.”
Mission
To promote unity among pharmacy students and to address pharmacy students’ social, academic,
and advocacy needs. In particular, we:
Strive to represent the voice of pharmacy students;
Promote and advance the profession of pharmacy;
Serve undergraduate pharmacy students through the provision of social, athletic, academic,
and professional events and services;
Act as a liaison and means of communication for pharmacy students to the Faculty, the
Canadian Association of Pharmacy Students and Interns (CAPSI), the Alberta
Pharmacists Association (RxA), the Alberta College of Pharmacists (ACP), the Canadian
Pharmacists Association (CPhA), the Canadian Society of Hospital Pharmacists (CSHP),
the Students’ Union (SU) and any other body;
Promote a positive community image for pharmacy students through community
involvement;
Are a registered student group with the SU, and are subject to the rules and limitations of the
SU and University governing the conduct of student groups on campus.
Values
As the faculty association for undergraduate pharmacy students at the University of Alberta we
value:
Integrity in our actions and decisions
Unity of pharmacy students
Student engagement in the Association, the community, and the pharmacy profession
Excellence in student programming and service delivery
Professionalism of our governors and members
Leadership within the university and among student associations
Strategic Goals 2012-2013

Strengthen Academic Advocacy
o Initiate midpoint course evaluations facilitated by the VP Academic
o Provide feedback from midpoint evaluations to Course Coordinators
o Use new APSA Website to increase student awareness of academic services
o Increase interaction with Student Advisory Board
o Encourage and enforce higher standards of professionalism for all students
-1-



o Work with Faculty and CTL to improve student feedback on courses
o Reduce barriers to student attendance at PDW and and Banff Seminar.
o Advocate for the implementation of interactive classroom technology and alternative
lecturing methods
o Advocate for improved student interaction with faculty members in informal
gatherings
o Strengthen APSA’s current academic services (mentorship, journal club)
Provide and Further Develop Valuable Student Services
o Use new website to offer APSA services in a more convenient manner
o Distribute student handbooks to the incoming first year class during Orientation.
o Implement an informal mentorship program for students and utilize the Orientation
to establish mentors and protégés.
o Begin soliciting student feedback on APSA services through our website by
December of 2011
Build Enhanced Relationships
o Strengthen relationship between faculty and students
 Hold regular faculty-student social events (Eg. Faculty-Student Coffees, etc.)
o Strengthen relationships with external pharmacy organizations (ACP, RxA, CPhA,
the Alumni Association, etc.)
o Continue implementing Community Support Committee initiatives and enhance the
public’s understanding of the profession of pharmacy
o Attract new sponsors and partners to help plan and produce APSA events
 Establish and maintain contacts with appropriate media to promote APSA
initiatives.
Improve Organizational Effectiveness
o Improve communications between APSA Councilors through the instant messenger
system and website
o Actively pursue sponsorship for the Pharmacy Quarterly (PQ) and improve delivery
of the PQ in electronic and paper form
o Communications with Members
 Maintain weekly class announcements, with class reps to highlight new and
important items.
 Distribute monthly newsletter to members updating them on APSA activities
and events
 Written by President/President-Elect in combination with
Publications Committee
 Provide Minutes from Council and Executive Meetings on APSA website
o Increase organization’s use of online resources (eg. Google, Doodle, etc.) and
optimize utility of new website
 Develop online file sharing platform.
 Streamline online calendar use
 Utilize website as a means of transitioning portfolios between Councillors
APSA Academic Plan Priorities
-2-
There will be many changes to the pharmacy undergraduate program in the next 5 years. With the
impending implantation of a Doctorate of Pharmacy (PharmD) students will be faced with greater
demands and financial stress due to the increased length of the degree, and the costs required for
experiential education. Bearing this in mind, APSA will be advocating in the following key areas.
Our priorities have been established as a result of strategic planning sessions held in June 2009, July
2010, and June 2011.
Quality of Instruction and Programs
APSA would like to see formative teaching evaluations that allow feedback prior to the end of a
course. The Faculty should communicate to students what changes are made to courses or
curriculum based on student feedback.
Instructors in the faculty should be well prepared to teach and provided the support they require to
excel as instructors. They should be encouraged to undertake self-assessments from Undergraduate
Teaching Services UTS, and any required training required for them to be better instructors. There
should be an equal emphasis placed on quality instruction and quality research.
The Faculty should be prepared to continually evaluate the delivery of its program and endeavour to
integrate and support the use of innovative technology and instruction methods educate pharmacy
students. All members of the faculty should be proficient in using and application of technologies
such as Bear Tracks, iClickers, Moodle, and eClass so that students can derive maximum benefit
from the tools available to them during their pharmacy student experience.
Tuition and other costs of education
As the Faculty of Pharmacy and Pharmaceutical Sciences moves towards a providing a full PharmD
program, the cost of education should be expected to rise accordingly. More support must be
provided to help cover the costs of experiential education, as this program requires students to
complete an extra year of clinical rotations. With the Market Modifier fee approved in 2010 by the
Alberta Government, APSA expects that students will be able to take advantage of the benefits
agreed upon by itself and the Faculty. Part of this includes scholarships, bursaries, and subsidies
provided by the Faculty, and are separate from those administered by Central Administration at the
University of Alberta.
The Experiential Education scholarship fund will be active starting 2014 for all students that have
invested into the MMF. Eligibility will be defined through collaborative discussion with Faculty
annually. Any student that fails a rotation will not be eligible. Reimbursement will take place at the
conclusion of the rotation in the summer. Reimbursed amounts may vary depending on need.
Space
In 2013, the Faculty of Pharmacy and Pharmaceutical Sciences plans to move into the Medical
Sciences building, Katz Group Centre for Pharmacy and Health Research building, and the
Edmonton Clinic North building. It is imperative that students have adequate and appropriate
classroom, study, and lab space, in addition to student lounge and common space. Minimal
disruption to student instruction should occur during the transition to new facilities, and students
need to be consulted and involved with the planning of this transition.
Support of Undergraduate Professional Development
-3-
Students are in an exceptional position to develop into leaders of the profession. This leadership
will be integral in advancing the profession and ensuring that people and their families receive the
care that they require.
As undergraduate students, the opportunity to develop professionally comes in the form of
provincial, national, and international conferences, as well as symposiums and continuing education
events. While these opportunities are rich with ideas and knowledge, many students find it difficult
to overcome financial and academic barriers that prevent them from attending. When deciding to
attend, a student must consider the cost of travel and registration in addition to balancing exam and
class schedules. APSA intends on pursuing subsidies from the Faculty, as well as a reasonable
degree of accommodation in regards to classes and exams for students who attend professional
development opportunities.
Section 2
Professionalism Policy
Preamble
Professionalism can be defined in many ways. The definition that APSA has selected as starting
point is from David Maister and states that professionalism is “believing passionately in what you
do, never compromising your standards and values, and caring about your clients, your people, and
your own career”. With this definition in mind, the professionalism policy was developed for APSA
members to provide a framework for enforcement of professionalism, but also for the promotion of
professional behaviour within the pharmacy student body. Future pharmacists are expected to build
their careers on the fundamental values of professionalism: integrity, ethical behaviour, leadership
and honour. APSA has at its central mission to take a proactive role in developing these qualities
within its membership.
Professionalism Committee
Statement of Purpose
The Professionalism Committee is the body responsible for promoting and enforcing professional
behavior among APSA members. To that end, it has three main activities: enforcing this policy and
enforcing appropriate discipline, promoting professionalism, and updating and reviewing this policy.
The Professionalism Committee is also responsible for determining action against councillor/officer
resignations as follows:
 If
the councillor/officer resigns before the APSA summer retreat (usually early June),
there is no penalty.
 If
they resign after the summer retreat date, their situation will be sent to review by the
professionalism committee.
 If
the professionalism committee deems that their resignation reasons are not valid,
through majority vote within that committee, then the professionalism committee has
the authority to revoke their "active membership" status for the rest of the year,
preventing them from going to any events.
-4-
Enforcement
Any member deemed by the Professionalism Committee to have contravened the Pledge of
Professionalism or to have exhibited unprofessional conduct, is subject to discipline as determined
by the Professional Committee. Professionalism concerns may be brought to the attention of the
Professionalism Committee by any member.
Promotion of Professionalism
The Professionalism Committee shall be responsible for developing and implementing appropriate
promotional and proactive activities to ensure awareness of the Professionalism Policy and its
expectations for APSA members.
Professional Conduct
1. Members and their guests are expected to maintain a high level of professionalism in their
actions and conversations. All members must adhere to the Pledge of Professionalism as
outlined below.
2. For APSA sponsored social events, it is expected that alcohol consumption will be
appropriate for the event location and intentions and that professional behavior will be
maintained at all times.
3. For APSA events where a guest speaker is present, common courtesy is expected including
the turning off or silencing of cell phones and prompt arrival.
Pledge of Professionalism
As a student of pharmacy, I recognize the need to build and reinforce a professional identity
founded on integrity, ethical behaviour, and honour. As a member of the pharmacy community I
will pursue all academic and professional endeavours with honesty, integrity, and commitment to the
health and well-being of my patients. As a student pharmacist, I will strive to uphold this pledge:
DEVELOP a sense of loyalty, duty, responsibility, and accountability to the profession of
pharmacy.
FOSTER professional competency through self directed and continual learning. I will strive for
high ideals, teamwork, and unity amongst members of the profession and health care community.
CONDUCT myself in a professional and ethical manner within the academic and practice setting.
ADVOCATE a sense of pride and respect for the profession of pharmacy, while striving to
promote the profession amongst my colleagues and the community.
MAINTAIN the highest ideals of patient care and professional virtues.
SUPPORT my colleagues by actively encouraging commitment to the Alberta College of
Pharmacist’s Code of Ethics.
-5-
As a student of the Faculty of Pharmacy and Pharmaceutical Sciences, I commit to personally
uphold this pledge and hold the health and safety of each patient to be the primary consideration.
Event Policy
Event Coordinator Responsibilities
1. For APSA sponsored events that require pre-registration, the following information shall be
included on the sheet: the date, time and location of the event; the event coordinator’s name,
position, phone number and email; the dress code for the event.
2. Event coordinators may lengthen the notice required to cancel for an event. This shall be
indicated on the sign-up sheet.
3. This policy and dress code shall be enforced in a reasonable manner by the event
coordinator.
Sign-up Lists
1. For APSA sponsored events which have a sign-up sheet:
a. 48 hours notice must be given to the coordinator of the event if the member cannot
attend, or they may find another member to take their place
b. If a member does not attend an event which they registered for, they will not be
permitted to attend APSA events which require pre-registration for the remainder of
the academic term. The membership director shall keep a list of members in this
category on the APSA computer.
c. In extenuating circumstances, such as medical, family, or other emergencies as
deemed acceptable by the Professionalism Committee, exceptions may be made. The
member must submit in writing to the chair of the Professionalism Committee their
reason for non-attendance and the Committee will consider the appropriate course
of action.
NOTE: Exams or assignments are not acceptable reasons for nonattendance.
Dress Code
1. For APSA sponsored events, a dress code of business casual will be expected unless
otherwise noted. Denim, running shoes, jogging/yoga pants, hoodies, sandals or clothing
with a dominant logo are not acceptable items for business casual. Skirts and shorts must be
of an appropriate length.
2. The coordinator of an event may include a statement of an alternative dress code when
advertising events.
3. If the event coordinator deems that an individual does not meet the dress code, they may
refuse admission to the event.
The Professionalism Committee defines “unprofessional behavior” as any action, gesture, or
comment made by a student in which the reputation of the University of Alberta, its Faculty of
Pharmacy and Pharmaceutical Sciences, APSA, any Pharmacy related association, or the profession
-6-
of Pharmacy becomes tarnished.
For a student to be eligible for APSA reimbursements for external pharmacy events (i.e.
Professional Development Week, the CSHP Conference, etc.), there must be no evidence of
unprofessional behavior throughout the entire trip. “The trip” refers to the time period in which
pharmacy students travel together under the banner of APSA. Should there be no evidence or
mention of a student’s unprofessional behavior, that student will be free to proceed with the
reimbursement process. Students must also fulfill any additional event-specific requirements
established by event organizers or APSA affiliates in order to be considered for reimbursement.
Conversely, should there be sufficient evidence of a student’s unprofessional behaviour from any
source including, but not limited to, other students attending the conference, APSA councillors,
event organizers, or any facility that the University of Alberta’s Pharmacy Students utilized while
representing APSA, eligibility for reimbursement to the reported student will be under investigation.
Any evidence of unprofessional conduct or behaviour should be brought immediately to the
attention of the Professionalism Committee, which will investigate and examine all evidence
pertaining to the students’ behavior SOLELY while representing APSA. Their behavior outside this
time period will NOT be examined. The committee, which is composed of select APSA councillors,
an appointed student representative, and a Faculty representative, will then meet with the student
and together determine if the student acted unprofessionally in a manner to which the reputation of
any of the aforementioned organizations was tarnished. Should the students’ behavior be deemed
unprofessional, that student will forfeit their right to any reimbursement funds, regardless of the
fulfillment of any other requirements or criteria pertaining to the trip/event. The committee will
present their findings to APSA at the next council meeting.
The student will remain eligible for other reimbursement funds based on other events. The student
will also not lose their APSA membership, should they be a member. The main goal of this policy is
to encourage students now and in the future to act professionally while they represent APSA and the
profession of pharmacy.
Section 3
Communication Policy
Purpose and Scope
This policy applies to student members of APSA. It has been created to reduce the number of
emails and announcements sent to students and staff, and to maximize communication with
members. Its purpose is to encourage the appropriate use of various mediums of communication.
Official APSA communication should always remain professional, timely and concise.
Email
Faculty and Staff
Members of the Faculty and Staff are encouraged to send their announcements to Class
Representatives for inclusion in the weekly email. The President shall be responsible for
communicating this policy to the Faculty and Staff.
-7-
APSA Council
Councillors shall submit their announcements to the relevant Class Representative(s).
1. The deadline for submission is 18:00 on Sundays.
2. Class Representatives shall send the announcement between 18:00 and 21:00 on Sunday.
3. Emails should include a text version of the email body.
4. Councillors shall type their announcements in advance in an easy to read style
General Email
When sending email from the APSA account ensure that you put all recipients in the BCC line and
sign the email with your name, position and email. Ensure the subject line clearly explains the emails
purpose.
For urgent emails that cannot be included in the weekly mail out, permission must be obtained from
the President or President-Elect.
The Vice President Administration is responsible for checking the APSA email account on a daily
basis. Junk mail shall be deleted and messages shall be forwarded to the appropriate person(s).
APSA Members
All members are entitled to have announcements included in the Class Representatives weekly email.
They must contact the relevant Class Representatives by the established deadline.
Website
Councilors with announcements should forward them to the Publications Director for posting on
the website. Make sure to include any documents that you would like linked from your
announcement. The Publications Director shall update the main page at a minimum of once per
week so that it remains current and the deadline to submit posts on the website is Sunday at 18:00.
The President should approve all PQ submission, publications and media releases.
In-Class
 Class Representatives shall make brief in class announcements, which, if appropriate shall be
supplemented by written notes on the white board.
 Before making an in-class announcement permission shall be sought from the
instructor/lecturer.
 Announcements should generally be less than 3 minutes and should interfere minimally with
the start of class. When possible begin your announcement a few minutes before class
begins.
Communication Tree
Members and
Officers of Council
Students
Faculty/Staff
Class Rep
Class Rep
Class Rep
Class Rep
1st Year
2nd Year
3rd Year
4th Year
-8-
Information
Technology
Officer
Section 4
Finances
CAPSI representatives
APSA commits to fund the cost of sending our VP CAPSI who is our CAPSI Senior Representative
and our CAPSI Junior Representative to PDW and CPhA conferences, where they will act as our
student representatives. This commitment includes travel and accommodation expenses for CAPSI
Junior Representative and accommodation expenses for the VP CAPSI.
Expense Claims
Expenses to be claimed must be submitted to the VP Finance. All records of receipts as well as an
expense claim form must be provided. If food expenses for travel are involved, APSA will not
cover alcohol. The President and VP Finance will maintain the right to approve or disapprove all
expense claims.
Budgeting Guidelines
Budget guidelines are to be established by the VP Finance of that fiscal year. Councillors will
provide an excel spreadsheet detailing all expenses for any major events requiring over $500 in funds
to the VP Finance.
Auditing
An official audit will be conducted annually at APSA’s year-end (April) by an individual or company
external to APSA. The audit results will be provided to the Student’s Union Financial office.
Financial reports shall be submitted to the SU no more than 6 months after the year-end. In
accordance with SU Bylaw 8100, the audit shall be performed by an individual with the designation
of CA, CMA or CGA as recognized by Canadian accounting bodies.
PayPal
PayPal will be used as an additional service to students to provide an online option for ticket sales to
larger APSA events (e.g. Mr. Pharmacy, Blue and Gold). The PayPal account will only be accessible
by the President and the VP Finance. All ticket sales will include the additional cost associated with
using PayPal for ticket sales.
Section 5
Awards
All award winners will receive a cheque for the amount of their award and a personalized plaque.
Plaques with yearly winners will be hung in the APSA lounge.
PHARMACY AND PHARMACEUTICAL SCIENCES TEACHING
EXCELLENCE AWARD
Value: 2 Graduation Banquet Tickets (or other suitable recognition), a plaque and certificate
provided by the Faculty
Number: 1
-9-
Criteria: This award is given as recognition of academic staff members who have made outstanding
contributions to teaching undergraduate students at the University of Alberta Faculty of Pharmacy
and Pharmaceutical Sciences.
Nominees must be current academic staff members of the Faculty of Pharmacy and
Pharmaceutical Sciences – any professor listed as “Academic Staff” under faculty directory. Adjunct,
Clinical Academic Colleague or other unpaid appointments are not eligible for this award.
Individuals may receive this award multiple times, but not in any two consecutive years.
Criteria for Nomination:
1. Enthusiastically Communicates Expertise: Exhibits a consistently superior command of the
subject AND enthusiastically presents at an appropriate level.
2. Exhibits Excellent Organizational Skills: Demonstrates excellent planning and organization in
course delivery, lectures, syllabi, grading schemes, examinations and other course materials.
3. Encourages Active Learning: Promotes active learning and successfully encourages students to
think imaginatively, critically, and independently.
4. Sets High Expectations: Demands that students have a comprehensive, coherent understanding
of the subject matter while recognizing diverse talents and ways of learning.
5. Connects with Students: Develops rapport with students, consistently demonstrates a concern
for student progress and is available and approachable outside of the classroom.
Donor: Faculty of Pharmacy and Pharmaceutical Sciences, Alberta Pharmacy Students’ Association
Apply: To nominate a professor, please fill out an online nomination form.
GUY GENEST PASSION FOR PHARMACY AWARD
Value: $500, in addition to a reserved registration for PDW
Number: 1
Criteria: In honor of Mr. Guy Genest, a passionate and enthusiastic supporter of Pharmacy
students and interprofessional health care practices, this award recognizes a CAPSI member’s
notable passion for, and dedication to, the profession of Pharmacy. Passion for the Profession of
Pharmacy which may be demonstrated in any number of ways, including, but not limited to:
– engagement in professional pharmacy related activities (ie. PAW, PDW etc.)
– active involvement in professional organization
– initiatives to advance the profession of pharmacy (ie. interdisciplinary work –
promoting/increasing awareness of the role of pharmacists as an important member of the health
care team)
– organization/participation in community/university outreach efforts
– volunteer experiences within the faculty or other pharmacy related settings (ie. acting as a peer
mentor/tutor, engaging in directed studies projects etc.)
– exceptional research involvement
– any other activities that exhibit dedication to, and passion for, the profession of pharmacy
– good academic standing
One recipient is selected from each Faculty/School of Pharmacy in Canada. Award winners will be
- 10 -
officially recognized at the annual Awards Ceremony during PDW.
Donor: Wyeth Consumer Health Care and CAPSI National
Apply: 1) A completed Guy Genest Passion for Pharmacy Award Nomination Form, 2) a letter of
intent, 3) reference letter(s) (3 max.).
DEAN OF PHARMACY AND PRESIDENT OF APSA’S AWARDS FOR
EXCELLENCE IN COMMUNITY SERVICE
Value: Certificate and Plaque recognizing recipient’s contribution, as well as a $250 monetary award
for each recipient.
Donor: APSA and the Faculty
Number: 2
Criteria: Two APSA members, one from second year and one from third year, who have
demonstrated an outstanding commitment to improving the lives of those in the local and/or
international communities. Candidates should be intimately involved with APSA community
development programs and fundraising initiatives, as well as show leadership and dedication in the
planning and completion of extra-curricular volunteering activities.
Apply: 1) A completed Nomination Form, and an one-page letter of intent, 2) reference letter (2
max.).
CLASS AWARD
Value: $250
Number: 4 (one for each class)
Criteria: An APSA member who participates in a variety of APSA sponsored events and who
promotes pharmacy unity and spirit. Involvement during past years of pharmacy will be considered,
with emphasis to be placed on activities during the current school year. APSA Councillors cannot be
nominated for this award.
Donor: Alberta College of Pharmacists
Apply: A completed Nomination Form and an one-page letter of intent.
SPORTSMANSHIP AWARD
Value: $250
Number: 2 (one male and one female award)
- 11 -
Criteria: An APSA member who has been an active participant in the Faculty of Pharmacy and
Pharmaceutical Sciences intramural program. This individual should demonstrate team leadership
skills and promote sportsmanship among all players.
Donor: Alberta College of Pharmacists
Apply: A completed Nomination Form and an one-page letter of intent. Awards are to be selected
by the male and female sports representatives.
CITIZENSHIP AWARD
Value: $750
Number: 1
Criteria: An APSA member who demonstrates outstanding leadership and citizenship within and
outside of the faculty and shows active involvement in the organization and participation of
pharmacy functions. The APSA President or Past-President cannot be nominated for this award.
Donor: Alberta College of Pharmacists
Apply: 1) A completed Nomination Form and an one-page letter of intent, 2) reference letter (2
max.), 3) a reference (name, contact information) for each University related activities listed on the
letter of intent
DEDICATION TO THE PROFESSION AWARD
Amount: $250
Number: 1
Criteria: An APSA member who has been actively involved in the accurate representation and
promotion of fellow students and the profession of pharmacy. They actively participate in faculty
functions and have willingly assumed representative roles on various APSA and faculty committees
Donor: Faculty of Pharmacy and Pharmaceutical Sciences Alumni Association
Apply: A completed Nomination Form and an one-page letter of intent.
DR. JOHN A. BACHYNSKY AWARD
Amount: Two Complementary Blue & Gold Tickets
Number: Not defined
Criteria: Nomination of a staff member or liaison at the University of Alberta who has acted as an
advocate for undergraduate student issues and inspired those students around him/her to strive for
success in their undergraduate career. The recipient may be a member of our faculty, support staff,
- 12 -
liaison staff, who is involved in student life and activities for the Faculty of Pharmacy and
Pharmaceutical Sciences at the University of Alberta. The award does not need to be given out
yearly and will only be presented if there is a worthy recipient.
Donor: Alberta Pharmacy Students’ Association
Apply: A completed Nomination Form and an one-page letter of intent.
COUNCILLOR'S AWARD
Amount: $250
Number: 1
Criteria: An APSA council member who has displayed commitment, enthusiasm, leadership and
professionalism through out their term on APSA. This individual is one who has brought spirit,
comradeship, and encouragement to council. They continually stretched above and beyond their
council duties to ensure APSA council projects and events are a success. The President, PresidentElect and Past President are not eligible for this award. Only APSA Councilors may nominate an
individual for this award.
Donor: Wal-Mart
Apply: Awards is selected by the APSA President
PAST-PRESIDENT AWARD
Amount: $500
Number: 1
Criteria: Awarded to the APSA Past-President in recognition of the commitment, enthusiasm,
leadership and professionalism demonstrated throughout his or her term on APSA Council.
Donor: Faculty of Pharmacy and Pharmaceutical Sciences
Apply: No application
SPONSOR AWARD
Amount: Two Complementary Blue & Gold Tickets
Number: 1
Criteria: Presented to an APSA sponsor who demonstrates dedication to the profession and
contributes to student life through sponsorship and support beyond financial assistance, including
sponsorship of educational and social events.
- 13 -
Donor: Alberta Pharmacy Students’ Association
Apply: A completed Nomination Form and an one-page letter of intent (award is to be selected by
the Fundraising Director if no nominations available).
ALBERTA PHARMACY STUDENTS’ ASSOCIATION HONORARY LIFE
MEMBERSHIP
Amount: Two Complementary Blue & Gold Tickets
Number: Not defined
Criteria: This award shall recognize the continued long-standing contributions of a distinguished
individual to APSA student members at the University of Alberta. The award winner will have
demonstrated a high quality of character, passion for the profession of pharmacy and, specifically,
have made continued contributions to the undergraduate pharmacy student experience at the
Faculty of Pharmacy and Pharmaceutical Sciences at the University of Alberta. This award does
not need to be given out yearly and will only be presented if there is a worthy recipient. It is
to be treated as APSA’s most prestigious award.
Donor: Alberta Pharmacy Students’ Association
Apply: Nominations for this award may be submitted by any APSA General Member to the
President prior to December 1st of each year. The nominator must present to APSA General
Council the qualities that make the nominee worthy of this prestigious award, and letters of support
for the nominee. APSA General Council will then vote on whether the award will be presented to
the nominee. Award winners will be awarded two tickets to the Blue and Gold Ball where they will
be recognized through a presentation by President. The award winner will be asked to give a speech.
A copy of his or her biography will also appear in the next edition of Pharmacy Quarterly. A plaque
with the winner’s picture will be placed in the APSA Student Lounge.
GUEST LECTURER RECOGNITION OF EXCELLENCE
Value: Two Complimentary Blue & Gold Tickets
Donor: Alberta Pharmacy Students’ Association
Number: 1
Criteria: This award recognizes the expertise and high quality of teaching provided to pharmacy
students from an academic not employed by the Faculty of Pharmacy and Pharmaceutical
Sciences. The recipient is passionate about the topic material and instils a similar interest in their
students through lecture(s), seminar(s), etc. This individual shares a common goal of student
success by providing an excellent learning opportunity by remaining available for questions and
- 14 -
providing feedback. The award does not need to be given out yearly and will only be
presented if there is a worthy recipient.
STUDENT LIFE DEVELOPMENT AWARD
Value: $250
Donor: Alberta Pharmacy Students’ Association
Number: 1
Criteria: An APSA member who has demonstrated personal and/or social growth to become an
active and impassioned member of APSA, the student body of the Faculty, and of the profession
during their undergraduate pharmacy studies. Instructors and/or peers of the recipient are able to
acknowledge the recipient’s development and how beneficial it is for the individual and the people
around them.
Section 6
Portfolio Guidelines
APSA portfolios are invaluable sources of information for the Council member assuming your
position in the upcoming year. Please ensure that it includes a document of the activities performed
over the last year and a clear explanation of the duties of the position.
General Points
1. These guidelines are only suggestions as to how to organize your portfolio; this format may
not exactly suit your portfolio, so please make adjustments as you see fit.
2. Please make an effort to organize your portfolio by placing the most important information
in the binder given to you by APSA. If an additional binder is required, use a large binder.
3. As mentioned above, it is imperative that you go through your portfolio and throw away all
necessary or outdated material (handing a file with a 10 inch pile of papers will only confuse
the new council member, not help them!)
4. When you have completed your portfolio, please put these guidelines at the front of your
binder. Hopefully these guidelines can help ensure that well organized portfolios will be
handed over each year.
5. For each of the guidelines outlined below, please start each section on a fresh piece of paper
so that it is neat and easy to read.
6. Remember that you will not have to rewrite every section of your portfolio. Only make
additions and deletions that you feel are necessary.
7. Where appropriate, Council members may use USB’s to store and transfer their portfolios. If
they choose to use USB’s to transfer information, the Council member is expected to
- 15 -
provide a paper copy of the welcome letter and a list of his/her primary duties, in addition to
their detailed portfolio stored in a USB.
8. Provide important contact information (e.g. contacts from sponsors in Fundraising
Director portfolio, contacts for RxA in RxA representative portfolio, specific faculty
contacts that you will likely be in contact with)
Guidelines
1. Letter of Introduction/ Congratulations
a. This can contain any useful information you want to convey to the new APSA
member.
b. You must include your summer address and phone number, or another number at
which you can be reached (e.g. Your permanent home number) during the summer
months. Also include immediate duties, meetings etc.
2. List all responsibilities your successor has to assume immediately. For example, upcoming
end-of-the-year meetings (including the changeover meetings), things to be reserved etc.
3. Brief Outline of Your Portfolio
a. Give a short synopsis of what your portfolio entailed over the last year. This will
likely provide much appreciated insight about the portfolio as your successor may
only have a general idea of his/her responsibilities.
4. Special/Important Items of Note
a. List any essential items you have included in the portfolio as well as the method you
used to identify these pages (eg. Highlighted, starred pages, etc.)
5. Calendar of Events
a. Establish a calendar style method for explaining the month-by-month duties of the
portfolio. Please include a listing of important responsibilities to be addressed in a
certain month, pressing items for the coming month and any appropriate additional
notes.
b. While this may seem time consuming, this is critical for your successor to ensure that
deadlines and important invitations are not missed. One suggestion is to start this
endeavour when you assume your portfolio and update it regularly.
6. Council Ideas
a. If your portfolio involves chairing a particular committee, please note what the
committee accomplished over the past year and any suggestions for improvement.
7. Problems Encountered and Suggestions
a. List any problems (or mistakes – do not be afraid to admit them!) encountered
during your term of office with suggestions to avoid these in the future.
b. If deemed more appropriate, the specifics of said problems can be omitted. That is,
you do not have to include specifics of a situation but can instead outline factors that
may have contributed to a problem. (Eg. Poor spirit, unsatisfactory involvement
from Class Representatives...)
8. Suggestions for the Upcoming Year
a. Categorize your suggestions in the following manner:
i. Ideas initiated this year that you would like to see continued.
ii. Traditional events that have been organized for years and do not require
significant modification.
iii. Any new ideas that you did not have the time or opportunity to establish.
9. Conclusion
- 16 -
a. Include anything that these guidelines have overlooked (e.g. add dividers to keep the
binder organized etc)
Remember that another APSA Council member will be reviewing your portfolio. Please devote time
and energy to this task. The goal is to produce a concise and complete portfolio that will help future
councils.
Section 7
Records and History
Records and history of APSA will be maintained by the VP Administration.
APSA will be registered as a student group annually by the President. All relevant information shall
be reported including ﬁnancial audit and budget information, constitution and policy updates,
events, etc. All executive, councillor, and ofﬁcer positions and contact information shall be reported.
Section 8
Web Site
The APSA website will be maintained by the Information Technology Officer.
Section 9
Office Keys
Each member of the Executive Council will receive a key to the front and inside doors of the APSA
office. Members of General Council may sign out keys from the main pharmacy office located in
ECHA 3-171.
Section 10 Online Sign ups
APSA online sign-ups for various events will be provided through the use of Google forms and will
be posted on the MYAPSA website. Sign-ups will not be available for all events and only upon the
discretion of APSA council.
Section 11: Photography and Video Services and Use of Images Policy:
1. All photos taken at APSA events are an automatic release by the subject.
a. APSA is free to use these photos for its own promotion, however the photos of the
student shall not be distributed to external vendors/organizations.
b. Any students not agreeing to this should not attend APSA functions, as photo/video may
occur at any time especially by the Yearbook editors.
2. Request for removal of photos from social media is at the discretion of the Publications Director
and the President.
3. The copyright of the photos remains with the organization that took the picture and the artist
(depending on the agreement between the artist and the organization). APSA does not hold the
copyright, only the right to use the photos for its own promotion; exception point 4.
4. For photos taken by the yearbook editors, APSA will maintain the copyright along with the
yearbook editor. The yearbook editor is free to use the photos for their own portfolio and grants
- 17 -
APSA the right to use the photos as well.
5. Photo credits are not an obligation by APSA but out of courtesy are highly encouraged for
vendors/artists who provide their services free without charge.
a. The exceptions are: paid vendors, yearbook editors (who are on staff and thus provide
their services as part of their position and therefore whose credit is implied).
6. Photos taken of individual students may be used by individual students for their own Facebook as
long as the image contains themselves in the picture.
a. Students cannot use any images that are taken at APSA events, paid or unpaid, for
commercial reselling or promoting their own company in any way unless they were the
artist who took the picture.
7. All of the above (policies 1-6) pertains to video as well.
8. Photography/video vendors who are paid for their services should always be evaluated for
competitive rates.
a. Options should be presented to council for deliberation, especially when there is a
potential for conflict of interest.
b. Exception: when the artist/vendor provides their services free without charge. There is no
conflict of interest possible when someone is working for free.
c. In the event that more than one person wishes to provide their services free without
charge, and there is only one position available, the first person to offer their services
should be chosen.
9. All paid vendors should provide a copy of the images to APSA to maintain for its own promotion
purposes.
a. APSA's publication director shall be the one to negotiate this in the package.
10. Unpaid vendors, (exception yearbook editors), may submit photos to APSA to be stored in their
repository or may not depending on their agreement with APSA.
a. Unpaid vendors are not required to submit work to APSA, unless the work is paid for. As
long as a vendor/artist is unpaid they maintain the creative right to submit as much or as
little photos to APSA as they please.
- 18 -